Finance and Operations Associate at Resolve to Save Lives

Job Summary:

• The Finance and Operations Associate provides finance, administrative and operational support for the day-to-day functions and needs of the RTSL Nigeria Team.
• S/he ensures accurate record of financial transactions and data entry in accounting applications and provides support to the finance team for monthly accounting activities and the year-end audit.
• S/he ensures all operational logistics are managed efficiently, with good customer service, and following documented policies and procedures.
• The Finance and Operations Associate reports to the Senior Operations Manager and also work closely with the Finance Manager.

Essential Duties & Responsibilities:

Expense Management

• Ensure completeness and comprehensiveness of monthly expense reporting.
• Support the Finance Manager with processing of invoices from vendors, including consultants and service providers.

Payment processing and petty cash management

• Facilitate payment processing by initiating transfers in bank portal.
• Disbursement and management of petty cash

Transaction Entry

• Support the Finance Manager with entering and updating transactions in the accounting system accurately and on time.
• Support with review, reconciling, and assigning budget codes for monthly transactions.
• Maintain proper filing system and ensure comprehensiveness of documentation in the finance systems.

Audit & Tax Support

• Support the Finance Manager with Monthly Payroll Remittances, Monthly PAYE and Withholding Tax returns and Annual Tax filing
• Support annual audit process by coordinating the preparation of all relevant documentations.

Vendor Management and Compliance

• Under the direction of the Senior Operations Manager, support purchasing and contracting processes.
• Support management team to ensure centralized procurement policy requirements are implemented, such as purchasing approvals, workflows, and bidding procedures.
• Support in preparing the supplier contracts and agreements to ensure the appropriate scope of service and budgets are included, RTSL and local compliance requirements have been met, and contracts are accurate and complete with appropriate internal approvals before contract signature.
• Work closely with centralized service contractors including IT, cleaning, etc.

Travel Support

• Serve as an alternate point of contact for the travel management company.
• Support travel-related problem-solving between travel agent and traveler as required.
• Facilitate transportation and accommodation services for travelling staff and visitors (book cars, hotels, and flights upon approval) and ensure timely payment to the transportation service providers.
• Make recommendations for service improvements to Operations Manager.
• Seek approval for exceptions related to travels where necessary through the Operations Manager

Management and Administration Supports

• Collect mail, manage meeting room bookings, and reset meeting rooms after meetings.
• Manage stock and office supplies.
• Ensure common spaces and utilities are well maintained; and general office space administrative activities.
• Follow up with external and internal groups to coordinate meeting logistics and preparations.
• Coordinate secretariate casual staff during meetings to collect attendance and payment sheets.
• Support management to prepare onboarding procedures to welcome new hires and ensure an efficient and compliant process for departing staff.

Project Administrative Support

• Serve as liaison for Finance/Operations related activities, as needed, and receive guidance from the Operations Manager and/or Finance Manager, based on the specific project.
• Maintain an up-to-date contact list of staff and RTSL Nigeria partners, government officials and emergency service providers. share it regularly with the relevant staff
• Support with reviewing invoices before submission for approval by the Operations Manager/Country Director and then processing for payment by the finance manager
• Manage correspondence memos, letters, and forms
• Support in arranging workshops and events including the administration of venues, per diems, etc.
• Support in the Procurement process of IT and Non-IT related assets
• Arrange office stationery
• Provide general support to visitors
• Carry out administrative duties such as filing, typing, copying, binding, scanning and other relevant tasks.
• Coordinate repairs to office equipment
• Any other work assigned by the RTSL Finance/ Operations Manager or senior management

Required Qualifications, Skills and Attributes:

• BSc or equivalent in relevant field
• 2+ years of experience in a similar role, preferably in the development sector
• Good computer skills with solid knowledge of Microsoft Office applications such as Word, Excel and PowerPoint
• Highly organized and detail oriented, especially numerical details
• Ability to remain calm under pressure
• Problem-solving skills
• Strong ability to multitask and work in a fast paced environment
• Good written and verbal communication skills
• Ability to work independently with minimal supervision, and as a team member
• Ability to work in multiple time zones
• Exhibits initiative and values of integrity, professionalism, cross-cultural sensitivity and compassion